Recurring-Service Due Reminder

The problem this kills

You already did the hard part: you won the customer, you installed the system, you've got years of service history sitting in a spreadsheet or your field-service software. That install base is the cheapest repeat revenue you'll ever earn - the HVAC tune-up that's due again, the annual backflow test, the every-six-months pest treatment, the gutter clean before the fall. But nobody books it for the customer. They book it for themselves, if they happen to remember. And most of them don't.

So the renewal revenue just leaks. Someone in the office knows they should be working the "due for service" list, but pulling it together is a chore: open the history, eyeball every customer's last-service date, do the mental math against the interval for that service type, skip the ones who already rebooked, skip the ones who asked you to stop emailing, and then write a friendly note to each that doesn't sound like spam. It's exactly the kind of repetitive, judgment-light work that never gets done when the phones are ringing. So the list never gets worked, the season passes, and a competitor's flyer gets the job you'd already earned.

This tool turns that leak into a clean, repeatable, approve-then-send routine. It reads your history, figures out who's coming due from your intervals, drafts a "time to book" reminder for each, lets a coordinator eyeball and approve the batch, sends only what's approved, and then tracks who actually books - so you can see the repeat revenue you're recovering instead of guessing.

What you'll build

A small internal web app, just for your team, that:

• Imports your service history from a CSV - customer, contact, service type, and last-service date (plus any "next due" date you already track).
• Computes a due-for-service list from your own per-service-type intervals (annual, semi-annual, seasonal, every-N-months) and a lead-time window so you reach out before the due date, not after.
• Drafts a personalized "time to book" message for each due customer, in your wording, with the service, roughly when it's due, and a one-click book / call us link.
• Assembles the due reminders into a single batch and shows it to a coordinator in one review screen - who's due, for what, and what each will be sent.
• Sends every approved message through Resend - and only after the coordinator clicks approve.
• Honors consent and opt-outs, never re-nudges a customer who already booked, and dedupes on customer + service type + cycle so the same due date can't trigger two reminders.
• Tracks who books - captures the booking (or a reschedule/decline) and attaches it to the customer and cycle.
• Surfaces a live still-due, not-yet-booked list so the office knows exactly who to follow up with by phone.
• Exports the whole due list + responses as a CSV.

What's inside the Implementation Plan

The plan is a single markdown file you paste into Claude Code (a free AI coding agent). It walks the agent through building the whole tool, step by step, each step ending with a ready-to-paste prompt.

The most important part: the plan opens by interviewing you about your business. Before it writes a single line, the agent asks how you work the renewal list today, where your service history lives (a field-service app, an ERP, a spreadsheet), the exact column names in your export, how you name your service types and SKUs, your recommended interval for each one, how far ahead you like to reach out, how a customer books, and your messiest edge cases - one address with three systems on different cycles, seasonal jobs that should only go out in spring or fall, customers who moved or sold, ones who already rebooked. It reads a short tailored spec back to you, you confirm it, and only then does it build - so you get a tool shaped to how your service business actually runs, not a generic template you have to wrestle into place.

Inside you'll find:

• The discovery interview and how the agent turns your answers into the data model and your per-service-type intervals.
• The full build: database, login, CSV import with duplicate guards, the due-date engine, the message drafting, the batch review-and-approve screen, the Resend send, the booking capture, and the still-due worklist.
• The hard human approval gate, consent and opt-out guards, the "don't re-nudge a booked customer" rule, and the dedupe on customer + service type + cycle.
• Verification steps so you can prove it works, and the CSV-export fallback so the tool is fully usable today even before you connect it to your system of record.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls a service office actually needs:

• Login so only your team can see or touch anything.
• Row-level security so people only ever see the customers, history, and reminders that belong to your organization.
• A complete audit trail - every import, draft, approval, send, skip, and booking logged with who and when.
• A hard human-in-the-loop gate - the AI builds the due list and drafts the outreach, but a real coordinator reviews and approves the batch (and approves any template change); nothing is ever emailed automatically.
• Consent and opt-out guards plus a "skip anyone who already booked this cycle" rule, so customers never get nudged when they shouldn't be.
• Duplicate guards - dedupe on customer + service type + cycle so the same due date can never fire two reminders.

Who it's for

Service coordinators, account managers, CSRs, and marketing-minded owners at field-service shops - HVAC, plumbing, pest control, fire & life-safety, landscaping, pool service, appliance and equipment maintenance - who know their install base is full of repeat revenue but never have the time to work the renewal list by hand. You don't need to write code. You need your service-history CSV, your recommended intervals, and an afternoon.

You've got this - paste the first prompt and let the agent interview you.